For companies looking to scale their operations, increase efficiency or bring in specialized expertise, outsourcing can be a game-changer. But there are many common IT outsourcing mistakes made. For businesses that have long relied on internal teams, making the transition won’t always be smooth.
The biggest challenge often isn’t about whether the external partner is capable—it’s the mindset of the company itself.
The truth is, every new engagement comes with an adjustment period. The key to making outsourcing successful isn’t just about finding the right partner—it’s about setting the right expectations, developing collaboration, and looking for continuous improvement. When companies embrace this approach, outsourcing doesn’t just replicate what they’ve done in-house; it often makes it even better.
Common Pitfalls To Outsourcing
Expecting Immediate Perfection
One of the biggest and most common IT outsmistakes companies make is assuming their new partner will hit the ground running without any missteps. Your internal teams have years—sometimes decades—of experience with their processes.
Your internal folks know all the ins and outs, the little tricks that make things work smoothly, and where the potential pitfalls are. And they will also have ways to resolve many issues without anyone else becoming aware there was an issue.
One of our recent prospects demonstrated this point perfectly. They had well-established internal processes that worked efficiently when handled by their in-house team. But when they considered outsourcing, they expected those same processes to work seamlessly from day one, without accounting for the learning curve. More than that, they assumed that an external partner should execute those processes even better than their own team—right out of the gate.
When early hiccups inevitably arose, the response was skepticism. The issues weren’t necessarily about ability but rather the assumption that any mistakes would have been avoided if their internal team were handling things. This perspective can become a major roadblock to a successful outsourcing relationship.
An outsourcing partner, no matter how experienced, still needs time to learn the specifics of your business. Expecting them to immediately outperform your internal team just because they’re “experts” sets the stage for disappointment. Expertise doesn’t mean instant perfection—it means having the ability to adapt, problem-solve, and improve over time.
Not Accounting for the Learning Curve
Not Accounting for the Learning CurveEvery company has those little “gotchas” that don’t show up in a standard operating procedure. Maybe there’s an unofficial workaround everyone on the team just knows, or a particular vendor who always needs an extra nudge to get things done. These are the kinds of details that take time to uncover.
Early on, an outsourcing partner is going to run into some of these challenges, and there might be a few bumps along the way. That’s normal. The key is to work through them together instead of assuming they should’ve known everything from day one. The more open and collaborative you are during this period, the faster they’ll get up to speed—and eventually, they’ll bring fresh insights that might make your processes even better.
Using Early Hiccups as Proof That Outsourcing Fails
This is where many outsourcing efforts stall before they ever really get started. A small issue pops up—something that the internal team would’ve avoided because they’ve seen it before—and suddenly, there’s this narrative that outsourcing just doesn’t work.
Instead of working through the challenge, some companies decide to pull the plug too soon. The irony is, if they had given it a little more time and worked collaboratively with their partner, those early issues would have been ironed out, and they likely would have ended up with an even stronger, more efficient process.
Outsourcing isn’t about proving that no one else can do what your team does—it’s about expanding your capabilities, leveraging outside expertise, and ultimately improving how things get done. But for it to work, companies need to be willing to embrace a little trial and error in the beginning.
How to Set Up an Outsourcing Engagement for Success
Acknowledge the Transition Period
Outsourcing isn’t a plug-and-play solution—it’s a process. No matter how experienced your new partner is, there will be a ramp-up period where they’re learning the particulars of your business. The best way to plan for success is to avoid expecting they’ll operate at full speed from day one. You should expect and plan for a transition.
A simple but effective way to ease this process is to assign an internal champion—someone who knows the ins and outs of how things get done and can act as a bridge between your team and the outsourcing partner. This person can provide context, answer questions, and help smooth out any early hiccups. Be sure your partner has access to all the tools and information they’ll need. The faster your partner gets access to the right information, the faster they’ll be able to deliver real value.
Prioritize Collaboration Over Control
Prioritize Collaboration Over ControlA common mistake companies make when outsourcing is trying to maintain too much control. While it’s understandable to want things done a certain way, an outsourcing relationship works best when it’s treated as a partnership rather than a rigid set of instructions.
Instead of just handing over a list of tasks and expecting flawless execution, take the time to share insights about what works and what doesn’t. Be upfront about challenges your internal team has faced and any unwritten rules that make things run smoother. Just as important, create open lines of communication so that when issues do arise, they can be addressed quickly and constructively. A back-and-forth dialogue is what leads to long-term success.
Give Outsourcing the Space to Improve Processes
The real power of outsourcing is making things better. It’s not replicating what you’ve always done. Once your partner has fully ramped up, they’ll likely start seeing opportunities to improve workflows, reduce inefficiencies, and leverage their own expertise to optimize your processes.
But that can only happen if you give them the space to do so. If they’re constantly boxed into doing things exactly as they’ve always been done, you’re missing out on the full value they can bring. When companies embrace the idea that outsourcing is not just about getting more hands on deck but also about tapping into new perspectives, they often find that their operations become stronger and more efficient than ever before.
Outsourcing works best when it’s viewed as a long-term investment rather than a quick fix. With the right expectations, collaboration, and a willingness to adapt, companies can unlock all the benefits an external partner has to offer.
Next Steps
Outsourcing isn’t about replacing your internal team—it’s about expanding your capabilities. The right partner doesn’t just execute tasks; they bring fresh expertise, additional resources, and new ways to improve efficiency. But to see the full benefit, companies need to approach outsourcing with the right mindset to avoid these common IT outsourci mistakes.
There should be a transition period, and early challenges don’t mean the partnership isn’t working. With patience, open communication, and a willingness to collaborate, those initial bumps turn into opportunities for refinement. Over time, the right outsourcing partner won’t just meet expectations—they’ll help elevate processes in ways that weren’t possible before.
The companies that get the most out of outsourcing are the ones that commit to the process, work through the learning curve, and allow their partner to contribute beyond just following instructions. When approached this way, outsourcing doesn’t just support the business—it makes it stronger.
Combined, our team has well over 100 years of outsourcing experience—working on both sides of the operation. We’ve worked with 100+ organizations. If it’s time to take your operation to the next level and you’d like to discuss your project or outsourcing your IT deployments, contact us today to get started.